“From me to you”
Experts give you advice for fiscal year-end close

Originally Published in Statewise Summer 2009

USAS (tips from Gary Bryant)

Mark your calendar for USAS year-end close. Last year, year-end close processing occurred over the weekend. This year it will occur during the business days of Sept. 1 and 2. Assume USAS will be down both of those days.
Plan ahead. If a payment has a due date of Thursday, Sept. 3, the payment should be entered, released, final approved and error-free in USAS by Monday, Aug. 31. USAS will be down all day Tuesday, Sept. 1, and possibly all day Wednesday, Sept. 2. Don't take a chance on the payment being late.
Make the deadline. The cutoff for budget and journal transactions requiring central entry is 5 p.m. Monday, Aug. 24. Emergency situations will be considered until noon Monday, Aug. 31.
Consider your options. Even though online entry will not be available, the Comptroller's office will receive USAS input file records (INRECS) via file transfer as usual. The deadline is 2 p.m. daily.

Watch the USAS page for more information about USAS year-end close.

Review employees assigned to multiple jobs and/or split PCA/index codes and determine if changes will be required before or after the position and assignment rollovers.
Determine which employees are affected by the legislative job reclassification published by the State Auditor's Office and if additional maintenance will be required.
Review the HN7U1 screen (PCA/Index Override) to determine if changes are needed to the PCA/index overrides listed for each pay type (state paid health, retirement and FICA, SKIP, retirement fee and OptOut).
Request rollovers in the order specified on the fiscal year-end schedule. All rollovers must be complete before processing the September payroll.
Review the rollover report that is generated after a rollover is processed. The report indicates the rollover was successful or lists any errors that may need attention. Make corrections and request a re-roll if necessary.

Watch the USPS page for more information about USPS year-end close.

Submit the correct salary/rate calculation with the rollover record. The salary/rate should only be different if a legislative increase was authorized.
Return employees who are on temporary assignment or disciplinary reduction to their former salary/rate before the rollover process takes place. Move employees back to temporary assignment or disciplinary reduction with a higher processing sequence ID than the fiscal year rollover transaction.
Return employees who are receiving maximum security pay (MSP) or language interpreter service (LIS) pay to their former salary/rate before submitting the rollover record. Move employees back to the MSP or LIS rate with a higher processing sequence ID than the fiscal year rollover transaction.

Watch the SPRS page for more information about SPRS year-end close.

When value is added to a component of an existing property addition, it inherits the acquisition code of the original addition.
When a fund amount for a prior year property addition is reduced to zero, an exception occurs that requires the assistance of your agency's SPA analyst.
A change in property value (increase or decrease) transacted in the month of a property disposal results in a capital value recognized exception. The update exception can be avoided by assigning a change effective date one month prior to the disposal.
Acquiring a property and transferring it in the same month will result in a lost value exception that requires the assistance of your agency's SPA analyst. Assign a transfer date one month after to the receipt/addition date.
The transferor is responsible for making sure statewide interagency transfers are completed. Ownership of the transfer property remains with the transferor until received by the transferee.
SPA evaluates capital assets individually. Entering a quantity other than 1, no matter what the purchase amount, will result in the property not appearing on the Agency CAAB101D&S reports. SPA defaults to 1.

Watch the SPA page for more information about SPA year-end close.